Presentation Transcript

1. Project and Portfolio Management

   Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.
2. Training Objectives Learn how to utilize the PPM tool. Exposure to the State Project Framework. . This is not a project management training to teach you how to be a project manager. It will not show you how to determine resource needs. It will not show you how to create a work breakdown structure, predecessors, cost analysis, etc. that you would do as a part of a normal PM work. This implementation is Out of the Box functionality with some configuration, so things are going to look different than what you are used to.
3. OMES/ISD Project Portfolio Methodology Project Management Framework Basic roadmap to successful project achievement Method to achieve the benefits ISD expects from its investment in an IT project Portfolio Management Identify, prioritize, and authorize projects Monitor & Control Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project Performed in order to meet performance objectives in each phase of a project
4. 1 Project Management Process Groups Defined Defines objectives Plans the course of action required to attain objectives Identifies a project idea, potential benefits and initial scope Defines and authorizes a project or project phase Integrates people and other resources to carry out the plan Formalizes acceptance and brings project to an orderly close Concept Initiation Planning Execution Close OMES/ISD Project Portfolio Management Framework All Projects with a Cost of $15,000 or More Will Follow This Framework 2 Project Management Process Group Deliverables Updated Portfolio High Level Plan +-50% Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Detail Plan +-10% Updated Business Case/CBA Risk/Value Assessment Portfolio-Scorecard Updated Scorecard Monthly Status Completion Metrics Updated Milestone Plan Business Case/CBA Portfolio-Scorecard Concept Initiation Planning (1) Execution Close 3 Project Management Process Group Responsibilities Project Manager completes deliverables PMO collects and compiles metrics Project Manager completes deliverables IT Oversight Committee approves projects for Execution Project Managerupdates Portfolio IT Oversight Committee approves projects for Initiation Project Manager completes deliverables IT Oversight Committee approves projects for Planning Project Manager completes deliverables moves projects to Close Concept Initiation Planning Execution Close (1) If planning phase cost is greater than $15,000 a detail plan and monthly status for the planning phase will be required
5. Process Framework Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation Updated Portfolio-Scorecard +/- 50% Milestone Plan Business Case Risk Assessment Monitor and Control Planning Updated Portfolio-Scorecard +/- 10% Milestone Plan Updated Business Case Updated Risk Assessment Execution Updated Portfolio-Scorecard Monthly Status Close Updated Actuals Updated Business Captured Metrics
6. Concept Evaluate a New Project Idea Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project. Propose a new project idea Define preliminary description, benefits, scope Update Portfolio List, but creating a proposal in the tool No work is being done Project is identified for future (opportunity map)
7. Initiation Define the Project Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard The project in the Initiation Phase is researched to a +/- 50% estimate. No resources are assigned. Research initial scope – what the project must deliver Estimate initial costs, time schedule, and resource commitments Identify initial issues and constraints Develop the High Level Plan Create Workplan Create Staffing Profile Create Financial Summary Develop the Business Case/CBA Complete the Risk & Value Assessment Budgetary numbers are created during budgeting cycle High level estimates are created to make sure management wants to proceed Time spent in this phase is minimal
8. Planning Plan the Project Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard The project in the Planning Phase is planned to a +/- 10% detailed estimate. Resources are planning, estimating, analyzing, assessing, documenting. Plan and estimate the work and costs involved Balance scope, schedule and costs to deliver the requirements Document issues and constraints Develop the Detail Plan Update Workplan Update Staffing Profile Update Financial Summary Update the Business Case/CBA Update the Risk & Value Assessment RFP’s are in this phase Fit-Gaps are in this phase You must have a committed plan and resources to leave this phase You must have signed contracts, requisitions etc to leave this phase You must have agreement on how the project will be paid for When you leave this phase you are accountable for cost and budget In most cases the planning phase is not a project
9. Execution Create and Implement the Project Deliverables Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan. Design, develop, configure, test, review, verify, assess, deploy and document project deliverables Monitor schedule, costs and deliverable progress Manage and control the work, costs and changes Communicate progress, issues and resolution Approve deliverable readiness Release, transfer deliverables to customers Obtain feedback and sign-offs Report status Update your project information Update Workplan – Completed Tasks, actual hours Update Financial Summary - With actuals, invoices
10. Close Complete the Project Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard Resources are released to other projects or operational demand. Update Business Case/CBA (Actuals) – Upload to tool Close the Workplan Close the Financial Summary Close the Staffing Profile Update Project Actual Completion Date Actual Cost Project Closing Statements Request Closure of the project
11. If nothing ever changed, there'd be no butterflies.
12. Training Instructions Keep an open mind. Don’t let the tool overwhelm you. Videos – Do not follow along with the videos on your screen, they are available after the class. Labs – They are not a detailed instruction set, so pay attention to the video and feel free to play around.
13. Implementation Timeline
14. The ToolThis training HP Project and Portfolio Management Center Dashboards Workflow Administration
15. Services Schedule Cost Rollup Service – Runs Every Hour Exception Rule Service – Runs Every Hour Financial Metrics Update Service – Runs Every 24 Hours Financial Summary Rollup Service – Runs Every 3 Hours Notification Service – Runs Every 20 Seconds Project Health Service – Runs Every 5 Minutes Resource Pool Rollup Service – Runs Every 5 Minutes Staffing Profile Financial Summary Sync Service – Runs Every 5 Minutes Staffing Profile Period Sum Update Service – Runs Every 5 Minutes Task Actual Rollup Service – Runs Every 250 Seconds Task Scheduler Service – Runs Every Minute
16. Request Types in PPM Proposals – Project ideas, in Concept Phase. Projects – Projects that have been approved to go to Initiation. Project Risk – Risks identified for a project Project Issue – Project Issues Project Scope Change – Project Scope Changes Program Risk – Risks identified for a program Program Issue – Program Issues SW Enhancement- General idea of a change to an existing application Technical Enhancement- General idea of a change to an existing infrastructure. Change Management- Changes to infrastructure and software. APM- Application, Location, Server, and Process tracking. Request User- User additions and modifications request.
17. PPM Project Number vs. Peoplesoft Project Number
18. Introduction & Navigation Video Login Explain the difference between a Private & Shared Dashboard Navigate to a dashboard HP Saas Documentation Edit your profile View My resource Information, how to request it be updated. Review the main navigation buttons, breadcrumbs and search menu
19. Documentation Located on the J Drive; J:\Function\PMO\PortfolioManagement\Framework Templates\PPM91 Documentation
20. Login Screenhttps://ppmtest-sook.saas.hp.com
21. Lab 1 Login to the tool: https://ppmtest-sook.saas.hp.com Username: Student## (Where ## is the number you have been assigned) Password: trainme Navigate to the Technology Services Shared dashboard a. Dashboard > Shared > Technology Services Navigate to the Revenue Business Segment dashboard a. Dashboard > Shared > Business Segment > Revenue Add the dashboard you have open to your “My Links” Mylinks>add this page to mylinks Open your Profile information and change your work plan preferences Open>Administration>Edit My Profile Change the Project Work plan Preferences to 100 tasks per page. In the Search Menu, search for request 30525 (OR) in the upper top right corner use the search box. STOP – END OF LAB
22. Dashboards Private Dashboards – only you have access to see Shared Dashboards – everyone has access to see Team Member (P) Business Segments Project Manager (P) Agency Can personalize some shared dashboards to filter to only show certain projects you are assigned, programs where you are the manager, etc. (P) indicates those which you would need to personalize to filter and show only your information. Team Manager (P) Technology Services Business Applications Program Manager (P)
23. Dashboards A View into the Data within the Tool Portlets Dashboard
24. Types of Portlets Lists Charts
25. Dashboard Video Video Defaulting your dashboard Copying and customizing a dashboard
26. Lab 2 Personalize your Project Manager Dashboard for your assigned Projects. Copy and paste from your shared dashboard (Under Dashboard Templates) to your private dashboard the Project Manager dashboard. Use your pencil to customize your filters for EACH portlet on this dashboard as follows: *You must save before switching between portlets* Project Plans Waiting for Approval: Project Manager = You (Student##) – Found under the Proposal Details Section. Projects Ready for Governance Board Review = Project Manager = You (Student##) – Found under the Proposal Details Section. Projects in Execution = Project Manager = You (Student##) Scorecard (Under Program Manager Template) = Project Manager = You (Student##) – Found under the Project Details Section. Resource Request Portlet (Under Team Manager Template); Staffing Profile Manager = You (Student##) Resources Fulfilled Portlet (Under Team Manager Template);; Staffing Profile Manager = You (Student##)
27. Break Change is the law of life and those who look only to the past or present are certain to miss the future. ---- John F. Kennedy
28. Proposals Proposals are the submission of the general idea of a project to be further evaluated to see if the organization/agency wants to move forward to establish a project. Proposals = Concept Phase Proposals can be submitted by anyone who has access to the tool. Stakeholders who do not have access, can request a new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf.
29. Project Work Flow Concept New Prog Mgr Concept Ready for Governance Board Review Prog Mgr Initiation Develop High Level Business Case Project Mgr
30. Project Work Flow High Level Business Case Ready for Approval Initiation New Prog Mgr Develop Detail Level Business Case Planning Project Mgr Finance Review Planning Finance Mgr
31. Project Work Flow Waiting for Detail Plan Approval Planning Prog Mgr Execution Execution Project Mgr Project Close Out Execution-Close Project Mgr
32. Project Work Flow Requesting Closure Execution-Close Closed Close AUDIT: Was a Work Plan created? Were Estimates put into the Financial Summary? Were Actuals posted into the Financial Summary?
33. Create Proposal Video Video
34. Business Segment Business Segment Construction Education Eligibility & Insurance Finance & Regulatory Health Natural Resources Public Safety & Defense Revenue Other Business Unit Agency Names Department For those agencies that are on the tool, the list of their departments.
35. Lab 3 Create a new Proposal Name the Proposal: [your name]-Lab3 Proposal. Set the project manager to yourself. Set the Start Period to today’s month and year. Complete the other required fields. Submit the proposal Go to your Private Project Manager Dashboard, you should see it in your first portlet “Project Plans Waiting for approval. Lab 3 Continued………
36. Lab 3 Continued Select on the Proposal Number and select Completed under the available actions. You should notice that it goes to Ready for Governance Board review in the status. Go back to your Project Manager Dashboard, you should notice that it now shows up under the Ready for Governance Board Review portlet. It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward, thus causing it to go to Initiation. Lab 3 Continued………
37. Lab 3 continued Select the Proposal Number again, and click the Approve button, you will notice it is now requiring you to enter additional fields: Assign yourself as the project manager, Finish Period of 4 months from today High Level Detail Plan Due Date: 15 days from today Set Program: Pick one of your agency programs Cost Center & Activity Codes: Chose your agency codes Is a time entry project ID needed? No Put “Approved by Governance Board on [today’s date]. Select Continue Workflow action; this will create a new project. If you scroll to the bottom of the page, you will notice there is now a Project reference with a new project ID under the relationship details. If you go back to the Dashboard, you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status.
38. Reviewing Project Information Video Reviewing the Project Summary Tab Reviewing the Project Details Tab Reviewing the Project References Tab
39. Risk and Value Each project will need to have the Risk and Value assessment performed. This is done by answering the questions within the tool on the Project Details Page under the Value ratings and risk ratings.
40. Lab 4 Review a Project Use your dashboard or the search function to find your project you created in Lab 3. Answer the questions on the Project Details Tab for Risk and Value.
41. Lunch
42. Portfolios & Programs
43. Programs and Projects PROJECTS: Tourism Consolidation EBC Consolidation
44. Business Segment Programs
45. Project Management Each project is assigned to a Program Each project is assigned to a Project Manager Project Manager Responsibilities: Review Project risks, issues, and scope changes. Assure all information is up to date for their projects for Project Review and Governance Board meetings. Financial Summary (Financial Estimates & Actuals) Staffing Plan (Workload of internal staff) Work Plan (The project schedule and staff hour actuals)
46. Program Management Each Program is assigned to a Program Manager. For Example: Bob Walker = Program Manager for Network/Telecomm Program. Program Manager Responsibilities: Look at dashboards. Review Program risks, issues, and scope changes. Assure all information is up to date for Project Review and Governance Board meetings.
47. Portfolio Administrators Portfolios are assigned to the Portfolio Manager For Example: PMO office = Portfolio Manager for OMES Portfolio’s. Portfolio Manager Responsibilities: Review all proposals and determine validity and are complete. Move projects through Governance Board approval gates. Compiling reports for Project Review and Governance Board meeting support.
48. Projects belonging to Multiple Programs Sometimes we want projects to show up on Multiple Dashboards. Example: The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO. (OR) The Consolidation of Health, you would want to see it on the Consolidation Dashboard and the Health Dashboard.
49. Program Roll-up A project can only be rolled up, i.e.-their costs and actuals to one Program. You can have Programs that exist that do not do cost roll-up. Therefore, the PMO Program is configured to do cost and actual Roll-up. There are Consolidation Programs that does not do cost and actual roll-up.
50. Projects belonging to Multiple Programs Consolidation Dashboard Program Management Dashboard PROGRAM: Agency by Agency Consolidation PROGRAM: Agency by Service Consolidation PROGRAM: Service by Service Consolidation PROGRAM: PMO PROJECT: PPM tool Pilot
51. The Difference? Non Financial Program – Service by Service Consolidation Financial Program – PMO Consolidation
52. Add Projects to a Program Video
53. Lab 5 Add your project to a second program Go to Open>Program Management>Search Programs Search for Programs that you (Student##) are the program manager Select the Program for which you are a program manager Scroll down to the content section and select the Add Content Button Find your project and select add To remove the project from the program, select the project – not the hyperlink, but somewhere on the line, then click the remove content button.
54. High level & Detail Level Plans The Plans are made up of three sections of the tool: Staffing Profile – For Internal Labor estimate. Work plan – For internal labor actuals. Financial Summary – For External labor and Non-Labor Estimates and Actuals.
55. Financial Information Cost Categories Non-Labor Hardware Software Training Other Labor Internal External Financial Summary Non-Labor Planned and Actual External Labor – Planned and Actual Staffing Profile Internal Labor Planned (From staffing needed for the project) Work Plan Internal Labor Actual (From the actual hours entered on tasks) Financial Summary (Planned Costs and Actual Costs)
56. Costs Non-Labor (Planned) – Put in Financial Summary Non-Labor (Actuals) – Put in Financial Summary Labor (Planned) Create Staffing Profile, will rollup to Financial Summary Labor Create Work plan, input actuals, will rollup to Financial Summary
57. Project Management Work Flow
58. Work Plans Work plans are basically your project schedule. List of tasks and who is going to do them, how long it will take to do them and in what order.
59. Work Plans Minimal Fields that need to be entered to a work plan Task Description The begin and end date of the Tasks
60. Creating your Work Plan Video
61. Lab6 Create your project work plan. Open your project; go to the Project Summary Tab; In the Work Plan section, select Create work plan from Template; Select the State Template Notice you have tasks created for you, the start date will default to your begin period of your project. To be able to enter Start Date, End Date and Effort; you will need to click on the hyperlink next to the words: “Entering Scheduled Start and Scheduled Finish “ CHANGE; select this and make sure the middle radio button is selected.
62. Lab6…continued Update the Tasks as follows: For the following tasks under Initiation: Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager. Complete Staffing Profile, Financial Summary, Work plan, Risk & value Assessment, Identify Initial Issues and Risks Continue to modify your tasks so that planning is done in the following month after Initiation, and Execution the following month after Planning and Close the month following Execution. 5. Now if you go back to your project summary tab, you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary.
63. Staffing Profile Once you are assigned a Project, you will need to create a staffing profile by: Determining roles for your project Requesting those roles from the resource managers.
64. Staffing Profile Staffing Profiles allow you to obligate a staff’s time without detailing the specific tasks they are to do. Detail tasks are done in the Work Plan, however the resource will be obligated and assigned to the project based on the staffing profile.
65. Staffing Profile vs. Work Plan
66. Staffing Request Process Project manager Requests Staff (Staffing Profile) Resource Pool Manager commits and Assigns Resources to the project (Staffing Profile) Labor Planned Hours are updated into the Financial Summary Project Manager assigns tasks to the resource in the Work Plan Actual Labor Costs are uploaded to the Financial Summary from the Work Plan Project Manager Enters Actual Hours worked in the Work Plan
67. RolesDetermine how many hours per week or month you will need the resource
68. Staffing Profile Statuses In Planning. The staffing profile is being developed. Active. The staffing profile is available to execute (has to be active to request the resources). Complete. The staffing profile has completed the execution phase. Cancelled. The staffing profile has been cancelled. Lock Down. The staffing profile has been locked and is read-only (cannot be updated).
69. Creating a Staffing Profile Video
70. Lab 7 Creating a staffing profile From the Project Summary tab, scroll down to the Staffing portlet, select Create a Staffing Profile. The Start and End Period should default to the begin and end period of your project. Change the Status to Active, Click Create Select Add a position Button. In the Role Required, Select Business Analyst, and the Resource Pool of ISD-CORE, Enter 40 in each of the weeks for the first two months of the project. Click the Advanced Tab and select “Internal Labor” for the Cost Category. Select Add Another Button In the Role Required, Select Project Manager, We are now going to select a specific resource for the Project Manager, Select on the Project Manager, in the specific resource requested field, enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project; Click the Advanced Tab and select “Internal Labor” for the Cost Category. Select Add Another Button In the Role Required, Select Developer, Select The resource pool of ISD-Peoplesoft Developer ; Enter 40 hours for each week for the last two months of the project; Select Add You now need to send the resource requests to the Resource Pool Managers; Select Send Resource Request Button. You can send all the roles at once, or only the ones you select; You can also put in a date that you want a response; Enter Friday’s date in each of these. Select SEND You will notice the Status goes to Requested. If you go to your Project Manager Dashboard you created in lab 2, you will notice you now have something in your Resource Request Portlet.
71. Break
72. Financial Information Cost Categories Non-Labor Hardware Software Training Other Labor Internal External Financial Summary Non-Labor Planned and Actual External Labor – Planned and Actual Staffing Profile Internal Labor Planned (From staffing needed for the project) Work Plan Internal Labor Actual (From the actual hours entered on tasks) Financial Summary (Planned Costs and Actual Costs)
73. Inputting Planned Costs into Financial Summary Video
74. Lab 8 Input Planned Costs Enter the estimated costs into the Financial Summary cost lines. Go to the Project Summary tab, scroll to the bottom, within the Project Cost Portlet, click on the View Financial Summary. Scroll to the bottom and select the Edit Costs Button. Select the Add Cost Line Button Select Type: Non-Labor, Category: Software (click Add Another) Select Type: Labor, Category: External Labor (click Add Another) Select Type: Non-Labor, Category: Other (Click Add) For Software; put the entire $53,000 in the first month of the project. For External Labor, spread the $71,000 between each month of the project. For Other, spread the $20,000 between five months of the project; putting $4,000 in each month. Your total should add up to $144,000. Click Done; You will notice the Total Forecast Cost is now $144,000 + the internal labor costs from your staffing profile. Select Done
75. Assign Resources Promised - Promised allocations are resource allocations who are not specifically named or identified. They can be used when a resource is allocated but the resource is not defined in PPM Center (for example, a subcontractor). Or, they can be used to commit resources and then assign a specific resource at a later time. (Should only be used during Initiation Phase) Committed - Amount of effort provided by allocated resources that are committed. Soft Booked - Amount of effort provided by allocated resources that are not yet committed. Unmet Demand – the number of hours or FTE that are needed to fulfill a resource request for a project. Remaining Capacity – The total capacity of a resource less the total assignments they are committed to soft booked to.
76. Process Framework Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation Updated Portfolio-Scorecard +/- 50% Milestone Plan Business Case Risk Assessment Promised with No Name Or Soft Booked with a Name Soft Booked with a Name or Committed with a Name Planning Updated Portfolio-Scorecard +/- 10% Milestone Plan Updated Business Case Updated Risk Assessment Execution Updated Portfolio-Scorecard Monthly Status Close Updated Actuals Updated Business Captured Metrics
77. Approving Staffing Requests Video
78. Lab 9 Approving Staff Requests Go to your private Project Manager dashboard, VIEW the Resources Requested Portlet. You will notice that you have 3 unmet demand for this Staffing Profile or Project. select the staffing profile you just created. Select the checkbox next to the unmet demand under Business Analyst , Select the Resource Finder Icon next to the Assign Button; The list that comes up, are those individuals that are in the role of Business Analyst; select several from the list. Select View Resource Load You will notice it now shows you the Total Capacity, Total Assignments and Available Capacity, if you click on the Assignment Details Hyperlink at the top of the page; it will also show you the projects they are already committed to. This screen will allow you to determine which resources are available during the time that is being requested. When you are done looking at this screen, select DONE. You can now unselect those people you do not which to assign, leaving only the person you want to assign to this project and click the ASSIGN button. You will notice the person’s name at the top of the screen, and a list by week how much capacity is available from the Resource Pool. Change the Drop Down from Soft Booked To Committed; Select Done. For the Developer you will need to select at multiple resources to meet the demand requested. Do the same thing for each of the Roles.
79. Break END FOR THE DAY

80. Project and Portfolio Management

    Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.
81. Viewing your Plans The steps that are required for completing the initial or detail planning for your project include completing the following : Work plan, Staffing profile Financial summary The next step, is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab, This is the view that will be used for the project review meetings.
82. Viewing & Submitting your Milestone Plans Video
83. Username: Studentxx Password: trainme Lab 10 Export your Plan, Open your Project; Go to the Project Summary Tab; Select the Export to PDF (in the upper left hand corner) Select the Display header, Display Title and Display timestamp Expand the Choose Portlets Select the following portlets Project Summary and Health Work Plan Milestone Summary Issues (If you have any, if not, then do not select this) Project Cost Select Portrait and click EXPORT Submit the request to have your high level plan project reviewed. Go to the Project Details Page; Select the Complete Button; In the Notes section; Put High Level Plan Ready for Approval. Select Continue Workflow If you go back to your dashboard for your agency, you will notice the project is now in the Project Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval. Approve the High Level Plan Go to the Project Details Page; Select Approve In the Notes Section; Put High level Plan Approved Select Continue Workflow If you go back to your dashboard for your agency, you will notice the project is no longer on the Project Plan Waiting for Approve Portlet, but does show up on the Score Card and Project List.
84. Baselines & Snap Shots There are 2 times during a project that the system will automatically take a Snapshot of your Financial Summary and a Baseline of your Work Plan. When your High Level Plan is Approved When your Detail Level Plan is Approved
85. Lab 11 Review your Baseline for your project; Go to the Summary Tab of your project; in the work plan portlet, click the View Baselines button. You will notice a baseline named High Level Business Case Approved. Review your snapshot of your Financial Summary; Go to the Summary Tab of your project; in the Project Cost Portlet, select the View Financial Summary Button; Click on the View Snapshots hyperlink in the Summary section.
86. Weekly Update Process There are 3 things that need to be updated each week. Your work plan needs to be updated; With updated percent complete on the tasks With actual hours worked Your Financial Summary needs to be updated. With actuals for the non-labor cost categories. Update your notes section with the current status.
87. Weekly Update Process Video
88. Peoplesoft Project Time Report Video Each person will have to request access to the HCM system and to the below query: GO_TL_REPORT_HOURS_BY_PROJECT
89. Lab 12 Edit your work plan Add 160 hours for the first Month of your project. Select on the Initiation Task; Click the Add button (+) Add a line name it: Month Year (the first month and year of your project) Complete all the Initiation and Planning Tasks Update your financial summary Go to: Project Summary Tab>View Financial Summary>Edit Costs Button Make sure the Forecast and Actuals Hyperlink is selected For the first month of the project; Enter a $30,000 invoice for Software Enter a $10,000 invoice for External Labor Add a user note (This can be found on the Project Details Tab, scroll down to the Notes section) with a status of: “Project is going well, waiting on sponsor approval of deliverables”
90. Process Library Process Library Video An Online Library of the Project and Portfolio Processes. Categories: Roles Disciplines Work Products Life Cycle http://eclipse.omes.ok.gov
91. Lab 13 Go to the process library, Look up what deliverables the Portfolio Administrator is responsible for. Lookup who is responsible for The Close Project Task within Project Management. Lookup who is responsible for creating the Opportunity Map within Portfolio Management
92. CBAs CBA – Cost Benefit Analysis Required on all Consolidation or Cost Savings Initiatives and any other time Management deems necessary.
93. CBA Video
94. Lab 14 Using the financial information in your project, create a CBA for your project. Go to the Process Library and Find the CBA Template. On the Future Costs Tab, Update the Template with the below information; In the Internal Labor costs section, enter 35,000 in the Total Salary, put 5 in the estimated annual % column. (This is indicating it is going to take 5% of the project staff time to perform continued maintenance on the software. In the Software section, enter 1 license and $53,000 in the Annual SW Cost per license and 20% in the Annual Maintenance.
95. Lab 14…Cont In the professional services section, put 710 in the # of hours and 100.00 in the rate with 0 in the Ongoing % In the Internal Training/Travel/Misc section, put Training in the Item, put 1 in # items, put $20,000 in the Annual Cost per item and put 0 in the Annual Maintenance.
96. Lab 14…Cont On the Current Costs Tab, Update the Template with the following information: The current internal labor cost for the existing system that this is replacing is 2 full time people at a salary of 52,000 per year. In the Internal Labor costs section, create two lines, one for each FTE enter 52,000 in the Total Salary, leave Benefit Pct column and put 100% in the estimated annual % column. (This is indicating it is would take 100% of the project staff time to perform continued maintenance on the software.) In the Software section, enter 100 licenses and $5,000 in the Annual SW Cost per license and 100% in the Annual Maintenance. (For the cost of the SW licenses)
97. Lab 14….Cont Look at the Cost Benefit Tab, you will notice a NPV a Payback period and a IT Cost reduction is computed. Go to your project, enter this information in your project details tab, under the Business Case Details Section: Upload the CBA to the Project.
98. CRM Employee Self Service If you have any questions or concerns regarding the PPM Tool you should create a CRM case. To Add a Case: Log into CRM ESS, Select Help Desk, then Select Add Case.
99. Completing the CRM Ticket Business Unit: Is always OSF Service Desk. Customer: Defaults to the User. However, this field can be changed by selected the Edit Employee Link. Account Number: Is not active, at this time. Case Type: Options are Request Fulfillment or Incident Management. Request Fulfillmentis uses at all other times. Incident Managementis used is something is broken or about to break. Product Group: Is always Customer Support Product: Select Customer Service (as it is the only option). Category, Specialty Type & Detail: Select the option that best fits the problem. Priority: Defaults to Priority 3. Severity: Defaults to 3. Low. Problem Summary: Provide a brief summary of your problem. This field is used just as a subject line is used in an email. Problem Details: Provide a detailed description of the problem, including any error messages received. Attach a File: Attach screen shots of error messages, reports, and other documentation that will assist with the quick resolution of the problem. *Note: The following fields are not used by the OMES Service Desk: Account Number, Product Hierarchy, Problem Type, Asset Tag and Urgency. Therefore, these fields will remain blank.
100. Creating CRM Case Video
101. Next Steps Verify your project information in Production Project Plans waiting for approval – need to move to Hold if not ready to go to Governance Board or approve them to go to the Governance Board. Update your Staffing Profiles, Financial Summaries and Work plans for each active project; By August 30th
102. Creating your Dashboard in Production Login to the production site; From the CIO Website homepage; User ID; Peoplesoft ID First time Password: sookppm Setup your Dashboards for Project Manager; Program Manager; Team Manager and Team Member. (Refer to Lab 2)
103. Updating your Concept Projects Look at your projects from one of your dashboards – The Project Plans Waiting for Approval If you want these to stay in Concept and not go to the Governance Board, move them to Hold. If you want these to be considered to move forward at the next governance board, Select Completed and they will move forward to go to the Governance Board.
104. Verification of Production Look at your Projects Ready for Governance Board Review Portlet, verify this is the correct status for these projects, if not, move them to where they need to go using the workflow. Look at your Project in Execution Portlet, verify these are the projects that are in Execution. Don’t worry about the Gantt charts yet, you will do that in a later review. Look at your Scorecard Portlet – These should be all projects that are not in Concept, you will need to verify their Phase, Status, Actual Start Date, Original Planned Finished Period, Planned Finished Period and Most Recent User Note. If any of these are incorrect, open the project and update the Project Details tab with the correct information.
105. Updating Project Information For Each Project on your Scorecard you will need to do the following: Create and complete a Work Plan Create your staffing profile using your Work Plan. Create your Financial Summary if you have any costs other than internal labor, if you only have internal labor, you will not need to do this step. Once you have completed this, do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them: Initial Snapshot
106. Verify Dashboard Now go back to your Dashboard and verify the following Portlets: The Projects in Execution – Assure that the Gantt charts are now accurate, if not you will need to open the Work Plans and adjust them. The system will update your Schedule Health, Cost Health, Total Forecast Cost and Estimated to Complete for you – this may take a while, so don’t worry if it is not there today….if you check tomorrow and it is still not correct, open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it.